How do I prepare my body shop’s estimating software data for a buyer?

Begin by deciding what a buyer will reasonably want to see. Usually that is a summary of estimates written, how many were approved, the average repair value and the supplements added later. Create these reports from the software for a stated period and keep a copy of how you produced them, so the figures can be repeated.

Next, check ownership. The estimating system may be a licensed product tied to you, and customer details in it may carry privacy duties. Ask your lawyer what you can share before closing and what must wait until the sale completes. Remove or mask personal information in anything you show early.

Then plan the hand-off. Find out whether the licence can transfer, who holds the administrator login, and what happens to saved templates, labour rates and parts settings. Write down the passwords and set-up steps in a secure place, to be handed over only at closing. Finally, keep a backup export of everything before the switch so nothing is lost if the buyer changes systems. Ask your accountant to compare the software totals with the books so a buyer does not find a gap in the numbers. Keep a note of any differences and the reasons for each one, so questions get quick, calm answers.

Key takeaways

• Prepare dated summary reports that you can repeat from the software.
• Ask your lawyer what customer data can be shared and when.
• Plan licence transfer, administrator access and a full backup before closing.